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Job Title: Director, Enterprise Project Portfolio
Reports to: Chief Strategy & Enterprise Projects Officer
Grade: 17
General Overview
The Enterprise Project Portfolio Director provides high-level management and leadership on complex enterprise-wide projects. The position exhibits strong project leadership working with business and functional areas to apply consistent processes that align with the strategic philosophy of the organization. The role is also responsible for providing key leadership for the Project Management Office using Rotary’s agile project management methodology, DSDM. The role ensures effective project delivery and program improvement by aligning change management and business process improvement methodologies with agile adoption. This position is a member of the senior management team, manages a team of project managers, and is a critical advisor to the Secretariat executive management team including the General Secretary/CEO.
This position ensures timely implementation, effective resource management and sustainable changes in connection with the projects. This role is responsible for assisting with project initiation, communicating and escalating program and project issues, developing useful reports and metrics related to the portfolio, and providing guidance and support to project managers. Over the next 2-4 years, this position will transform the PMO to shift to more business-focused projects.
Education
- Bachelor’s degree required (business, management, computer science, or related fields preferred)
- MBA or an advanced degree in a related field highly preferred
- Scrum certification (CSM) or equivalent
Knowledge and Skills
- Expert project management skills and experience in Agile methodology (preferably DSDM)
- Experience leading both internal and external resources
- Demonstrated ability to lead multiple initiatives concurrently
- Demonstrated understanding of compliance principles, theories, and concepts
- Ability to draft and revise documents including policies, standards, analyses, and reports
- Strong research and information organization capabilities
- Ability to develop and present executive level status reports
- Strong communication skills both verbal and written
- Excellent interpersonal skills and proven ability to work effectively with all organizational levels
- Strong ability to prioritize and continuously deliver value
Leadership
- Diplomatic negotiation skills, business acumen, and acute emotional intelligence
- Teambuilding to engage management and commit team members to the effort
- Ability to balance solutions against economic, technical, and human factors
- Flexible, innovative, persuasive, and change oriented
- Able to articulate benefits and drive support throughout the organization
- Project Management
- Expertise in project management activities including defining project scope, identifying requirements, coordinating resource allocation, limiting work in progress, and managing go-live procedures on technical and non-technical projects
- Prior experience managing a project through its full life-cycle using agile methodology
- Experience with agile sizing, planning, and the scaling mechanism ART (Agile Release Train)
- Ability to utilize company-specific policies and practices for planning and administration of project budgets
- Ability to analyze external factors affecting projects and advise executive management on impacts and potential mitigation strategies
- Experience developing Complex Adaptive Systems
Conflict Resolution
- Ability to effectively consider a broad range of data, assumptions, frameworks and perspectives when solving problems and making decisions in a disciplined and systematic fashion
- Aptitude at negotiating and easing conflicts between projects such as timelines, resources, and scope
- Ability to develop effective relationships and establish credibility at all levels of the organization including volunteer leaders
Communication
- Solid communication skills to clearly and confidently convey messages to executive management, senior leadership, project stakeholders, and business and technical staff
- Ability to produce a variety of business documents including business cases that demonstrate command of language, clarity of thought and orderliness of presentation
- Ability to articulate information and opinions, debate openly, and subsequently take action
- A solid understanding of the organization’s culture and how structures interact
- Ability to engage senior management to prevent unfavorable biases
Specific Duties
- Facilitates Secretariat Projects Steering Committee meetings, manages materials and timelines from presenters, and communicates action items and decisions made
- Develops and provides guidance on portfolio management decisions
- Promotes fact-based governance
- Provides recommendations to Secretariat with regard to effective allocation of project resources
- Oversees the definition and design of ongoing agile training and certification for both IS and business and provides clarity to the business on the associated roles and responsibilities
- Leads, directs, and coaches project managers on a daily basis and provides metrics monitoring
- Implements processes to deepen the project resource pool within the Secretariat
Business Process Improvement and Quality Management
- Leads by example in the adoption and improvement of an agile project management methodology
- Ensures project adherence to the established agile methodology and addresses deviations
- Facilitates process and product ownership
- Coordinates the enterprise project portfolio and associated resource allocations, timeframes, and deliverables, including long-term operational and financial plans (e.g. 3 year plans)
- Encourages adoption of an agile mindset among the business in all project aspects including change management and process improvement
- Serves as escalation point for resolving project issues in a timely fashion when they cannot be resolved at the project level or when impacting multiple projects. Identifies appropriate response mechanisms, assists in communication plan, develops recommendations, and negotiates resolutions
- Responsible for holding organizational resources accountable for meeting project deliverables.
- Develops usable reports, metrics, and presentations for communicating and publicizing key projects, deliverables and milestones to staff
- Project Management
- Leads the implementation of an agile tool that supports the DSDM methodology
- Develops scope and budget for major projects and ensures each is associated with a business case and impact assessment
- Establishes processes for projects to facilitate the seamless transition to the appropriate business functions and owners
- Facilitates analytical, data-driven decisions and planning for program and project initiatives
- Ensures and monitors project communication and coordination between Rotary headquarters and international project teams
- Validates that project proposals and existing projects align with strategic objectives and priorities
- Facilitates project review sessions, documents lessons learned and potential improvement opportunities, and works with peers on implementing suggested improvements
- Coaches the business on feature selection through cost/benefit analysis
- Forecasts key project deliverables to dates, risk factors, and resource constraints and proactively suggests mitigation options to management
- Continually evolves PMO best practices through knowledge sharing, transitioning IT to support, and working with IT to improve velocity
- Manages projects at a detailed level when necessary
- Other duties as assigned by manager
Prior Experience
- At least 5 years of experience in enterprise wide project and program management; at least 2 years of experience with agile specific methodology
- Background in business strategy development, implementation, and technology
- Experience using agile project methodologies and/or project planning tools required
- Experience leading an organizational change initiative that was successfully communicated and adopted; leading agile adoption for an enterprise desired
- Experience working with off shore and global teams
- Prior project management office leadership and establishment of PMO best practices
- Experience managing multiple projects and linking those programs to business initiatives
- Knowledge regarding business process improvement/redesign and strategic planning
- Experience in bringing innovative ideas to reality is required
Supervisory Responsibility
- The position is directly responsible for a team of project management professionals and process specialists. Additionally, the position will advise/facilitate distribution of resources and collaborate with the executive management team and the Secretariat projects steering committee.
Budget Responsibility
- Manages budget and tracks expenses for areas of responsibility and projects included on the Secretariat project portfolio. Ensures fiscal responsibility and tracks ROI for projects.
Internal Contacts
- Regular contact with the business experts, project managers, technology development management and team, business analysts, and process specialists. Regular interaction and facilitation with the General Secretary, executive management team, RI officers, and other advisors to the Secretariat projects steering committee.
External Contacts
- Consultants and vendors as appropriate.
Equipment Used
- PC, laptop, videoconferencing, audio visual equipment, etc.
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